Executive Assistant To Hvac Company President

Are you ready to be a changemaker?
Mechanical Service Corporation, located in Whippany, NJ, invites you to explore a unique opportunity with a company that has stood the test of time and is now embracing an exciting phase of innovation and expansion.
For over 45 years, MSC has been a commercial/industrial HVAC service industry leader with a team of expert technicians and mechanical engineers. We are fortunate to be on a robust growth trajectory with a dynamic leadership team committed to our company's future success while staying true to our core values.
We are seeking a dynamic Executive Assistant to offer comprehensive support to our company's president. This role is designed for a highly motivated, excellent communicator who is proficient with all Microsoft products. It also requires a deep understanding of executive-level decision-making in complex situations.
If you are passionate about making a tangible difference—not just within our company but also for our clients—and are eager to grow in a position that promises to evolve with you, then you could be the changemaker we need!
Job responsibilities include:

• Provide direct support to the president in day-to-day operations and serve as the primary point of contact
• Manage phone and email communications
• Calendar management of internal and external meetings and jobsite visits
• Accurately maintain and update forms, files, records, and reports
• Communicate directives to staff and oversee follow-up
• Prepare and coordinate shop meetings and training sessions, including agendas, PowerPoint slides, handout materials, and A/V equipment setup
• Record, transcribe, and distribute meeting minutes and follow up on meeting communications
• Coordinate and oversee special projects and time-sensitive initiatives
• Manage vehicle fleet records, office supplies, and general administrative tasks

• Minimum 5 years of proven experience supporting C-level executives
• Experience in HVAC, MEP, AEC, or construction industry a strong plus
• Bachelor's degree in business administration or a related field preferred
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) a must
• Strong organizational and time management skills, with the ability to multitask effectively in a fast-paced environment
• Excellent written and verbal communication skills
• Discretion in handling confidential information and sensitive matters
• Flexibility and adaptability to accommodate changing priorities and schedules
• Ability to anticipate needs and proactively address issues before they arise
• Compatibility with MSC's core values and One Team mindset

• $70,000 - $80,000
• Paid time off
• Employer-subsidized health insurance
• 401(K) with match
• Long-term and short-term disability insurance